MESPT-GEAP-01-2024 – Consultancy to Conduct a Feasibility Study for the Operationalization of Luanda Kina Water Supply Project

Background information

Micro-Enterprises Support Programme Trust (MESPT) with Multi-Donor support has since 2002 developed a niche in supporting the growth of small holder farmers and Micro, Small and Medium Enterprises (MSMEs) by providing integrated business solutions for sustainable development. MESPT In the efforts to transform people’s livelihoods socially and economically, identified a potential project based in Siaya County that targeted more than 1200 farmers with a likelihood for scaling to impact more than 10,000 farmers. That the project entailed water abstraction from River Nzoia, construction of a mains line to feed into a reservoir tank with sub-capillaries with metered water supply to at least 1200 households within Uranga, Siaya County. The project components were structured in five elements to cover:

1. River water abstraction (Intake works) from River Nzoia,
2. Pump house and accessories,
3. Main pipeline to the highest elevation in the area,
4. Pressed steel reservoir tank, and
5. Distribution pipeline to the three sub-locations.

Objectives of the assignment

The objective of the proposal under this Terms of Reference (TOR) is to examine various options for the operationalization of the stalled Luanda Kina Water Supply Project. The F/S shall cover the technical, economic, and financial aspects of the proposed project, including environmental and social impact assessment, preparation of sustainability plans and analysis of alternative interventions, financial implications, among others.

Additionally, the F/S shall ensure that value engineering/value analysis (VE/VA) is undertaken with regard to the selection of the best possible implementation/project options/configurations for the project (may include new available technology which can be used to improve the projects or component/s of the project), to ensure that the best options for providing the intended outputs will be selected, which would yield the highest value-for-money (VfM), as articulated in the Scope of Works below.

The broad aspirations of the farmers are:

• Access to water for domestic and livestock use to partly alleviate water scarcity during the dry season.
• Access to water for irrigation use for food security.
• Create employment and generate incomes at local levels.
• Maintaining a clean environment to ensure sustainable development.
• Promote the women and youth needs by establishing small-scale income generating activities.

Expected Output of the Study

By the end of the contract period under this TOR, the Consulting Firm is expected to produce a comprehensive F/S based on updated information, with definite implementation plan of the recommended operationalization strategy based on the alternatives/configurations/technologies considered, among others, including the preliminary engineering designs and the most viable option. The specific outputs of the comprehensive F/S envisioned above shall include, but not be limited to.

1. Hydrological and hydro-geological survey report (to assist in understanding water abstraction option from River Nzoia);
2. Topographical survey report of appropriate scale (to assist in water distribution design);
3. Geotechnical report (to understand the stability or otherwise of the existing steel tank);
4. Irrigation development plan of areas not covered by the Lower Nzoia Irrigation Project;
5. Economic and financial analysis report;
6. Environmental and Social Impact Assessment report;
7. Organization, management and institutional details (for project sustainability);
8. Preliminary water supply distribution and related infrastructure design and cost estimates, taking into account the condition of equipment and materials supplied and installed by the initial engagement;
9. Community participation plan, where applicable;
10. Proposed water supply distribution site layouts;
11. Assessment report of existing project infrastructure on-site.

Scope of work or services of the assignment

The scope of work of the Consulting Firm under this TOR shall include, but not

necessarily be limited to the following:

1. Undertake macro-level assessment of existing situation in the project area including the following, among others:
2. Assessment of the socio-economic conditions of the beneficiaries. Include in the assessment the: water demand analysis, available alternative sources of water and reliability.
3. Assessment of environmental impact of the proposed interventions.
4. Collect, review and analyze all the necessary documents to fully understand the gaps and guide the development of options.
5. Undertake necessary feasibility level studies, institutional analysis, environmental assessment, design and monitoring framework, VE/VA study, vulnerability assessment and preliminary engineering designs necessary in conjunction with beneficiaries and other stakeholders to establish the economic, financial, technical, etc. viability of additional investment.

The F/S shall look at alternative options, including the associated costs, benefits and risks involved, in delivering any proposed additional project components (may include new available technology which can be used to deliver the additional component/s of the project), and selecting the best possible implementation/project options/configurations/technology involved, for the:

1. entire water abstraction and supply system, and
2. individual components of the system.

This would ensure that the best option for providing the project’s intended outputs will be selected, which would yield the highest value-for-money (VfM), (e.g., provision of irrigation water supply source in the overall project).The Consulting Firm shall select the best alternative and/or project components that would most appropriately respond to the project objectives and output, and yield the highest VfM, e.g., lowest lifecycle/whole-of-life costs.

The VE/VA study shall also include an analysis of alternative sustainability arrangements once the project is completed.

1. During the contract period, conduct coordination meetings with County Government of Siaya to: (a) discuss the progress of the work and preliminary output; (b) give the Department the opportunity to make comments and suggestions on a timely basis; and (c) resolve problems and issues that may be encountered.

Methodology

The consultancy firm will strictly follow the work plan and the time schedule agreed with MESPT in undertaking the contract assignment.

1. An appropriate methodology will have to be determined by the consultancy firm in consultations with MESPT.
2. The consultancy firm will work in close collaboration with the MESPT and County Government of Siaya;
3. The consultancy firm will undertake collection of all the required data/information from various sources, including Government departments, Ministries and other relevant sources;
4. MESPT shall facilitate in collection of the data/information with required official letters and contact with focal person(s) wherever required;
5. The consultancy firm will undertake review, assessment and judgment of the data/information;
6. The consultancy firm will facilitate in presentations and coordination of the stakeholder workshops/consultations organized as per the agreed work schedule.

Duration of the Work

The duration of contract shall be for a maximum of two working months. The consultancy firm will work closely with MESPT and will from time to time submit and share the progress of activities as agreed.

Key Experts & Activities

Following are the key experts required and the corresponding major activities, which they will undertake, among others:

1.Water Resources Development Planning Specialist / Team Leader

• Provide overall direction to all specialists making up the Consulting team;
• He must have a clear understanding of the community and cultural dynamics in Siaya County
• Manage relationships with the MESPT, as well as with other stakeholders;
• Prepare detailed, time-bound work plans for the preparation of the VE/VA Study and detailed F/S, assigning various team members to each key task;
• Provide technical support and guidance in all aspects of the consultancy services;
• Organize and take the lead in the conduct of regular site visits for the technical supervision in undertaking the required survey and mapping, and the carrying-out of necessary confirmatory tests;
• Monitor the progress of all planning and design work ensuring that deadlines relating to delivery dates are met;
• Ensure the timely delivery and quality control of all required outputs; in particular, the Inception Report, VE/VA Report, Monthly Progress Reports, Interim Report, Draft F/S Report, and Final F/S Report; and
• Furnish the MESPT with the prints and electronic copy of the abovementioned deliverable reports including tables and figures during the review to facilitate fast review.

2.Planning Engineer / Deputy Team Leader

• Provide assistance to the Team Leader in the overall supervision of the various assessment study activities;
• In the absence of the Team Leader, assume full responsibility, including leadership of the Consulting team;
• Undertake a field assessment of all elements executed in the scope of works of previously executed contract and issue a technical report on the findings with a view to establish the viability of use in the current assignment.
• Undertake the review/updating of design and cost parameters considered in previous studies, in coordination with the other key experts;
• In collaboration with other experts/specialists, select the most appropriate course of action for the objectives of the project based on comparison of alternative schemes of investment / development. Recommend the definitive viable, acceptable, and doable plan for implementation;
• Conduct site inspection/field investigation to determine the extent of topographic and mapping necessary for feasibility design.
• Prepare cost comparison for the different options under consideration and use this as input in the determination of the appropriate project development;
• Prepare necessary data needed by the Economist to carry out an economic and financial analysis,
• Prepare the feasibility grade drawings & plans of any proposed civil works, and appurtenant structures/facilities. Provide electronic copies of plans, layouts, and other drawings. Submit/provide hydraulic/design computations;
• Take the lead in preparing the drafts of all Reports agreed on; and
• Undertake other tasks/activities assigned/delegated by the Team Leader as may be required during the conduct of the Study.

3.Environmental and Social Assessment Specialist

• Undertake the review/updating of environmental and social assessment parameters considered in any previous studies;
• Prepare the Environmental and Social Impact Assessment (ESIA) Report of the project area inclusive of all its components and consistent with the requirements of MESPT and any other relevant prescribed Government guidelines;
• Respond as necessary to all additional information required;
• Undertake other tasks/activities assigned/delegated by the Team Leader as may be required during the conduct of the Study.

4.Economist

• Undertake the review/updating of financial and socio-economic parameters considered in any previous studies;
• Use input from various specialists on the team to develop detailed feasibility level cost and benefit estimates;
• Identify the various economic alternatives as well as corresponding risks for the identified options being considered during the conduct of the VE/VA study. Further, preliminary economic and financial analyses for the identified alternatives shall be undertaken. These shall also serve as input in coming up with final recommendations of the F/S;
• Based on the results of the VE/VA study, undertake detailed economic and financial analyses for the selected option(s)/alternative(s);
• Undertake other tasks/activities assigned/delegated by the Team Leader as may be required during the conduct of the Study.

5.Water & Irrigation Engineer

• Undertake the review/updating of design and cost parameters considered in any previous studies, in coordination with other key experts;
• Based on both current and future water needs assessment, determine the water requirements for households and crops to be grown in the service area and, based on conveyance and farm level efficiencies, determine water requirement;
• Prepare feasibility level design of water distribution and conveyance structures and measurement facilities as well as other required supporting infrastructure as well as household and farm level facilities;
• Adopt and recommend innovations/other available alternatives or technology into the design of water conveyance improvement throughout the service area;
• Provide a location map showing the name, location, and the general description of the project area, as well as distribution network and termination points throughout the service area;
• Provide a schematic diagram of water supply network;
• Prepare a quantity and cost estimates for water abstraction, distribution and conveyance;
• Show the plan and profile of rising main and distribution components;
• Show the proposed implementation organization;
• Provide an inventory of water supply structures;
• Show the cost of annual O&M of water supply facilities; (including those of alternatives);
• Undertake other tasks/activities assigned/delegated by the Team Leader as may be required during the conduct of the Study.

The Team Leader shall take the lead in undertaking the VE/VA study and vulnerability assessment, among others, as previously articulated. The members of the Consulting Firm shall be required to provide data/information as needed.

In addition to the above, the Consultancy Firm shall prepare the Inception Report, VE/VA Report, periodic Progress Reports, Draft Interim Report, F/S Report, Final F/S Report, and any other reports, as agreed.

Further, aside from the specified scope of works mentioned above, the Consulting Firm may propose additional works to enhance the study, provided it shall bear no additional cost to MESPT. The scope of any additional proposed works by the Consulting Firm shall be established as soon as presented, subject to the approval of MESPT.

The Consulting Firm shall also accommodate recommended Government personnel as on-the-job observers, who shall be detailed for the purpose of capacity-building and technology transfer.

Qualification and Competencies for the team

1. A minimum of a bachelor’s degree in Agricultural / Water/ Mechanical/Environmental engineering or its equivalent and at least 10 (Ten) years of technical experience.
2. Experience on construction and supervision of small and medium scale irrigation system and rehabilitation with similar responsibilities will be an added value.
3. Capability statements on similar assignments in Kenya.
4. Must be a registered member of the Institution of Engineers of Kenya.

Firm Experience

1. Must be in existence for at least 5 years
2. Must provide at least 3 references of similar/equivalent work done in the last 5 years with completion certificates.